Equipment

• Be sure all computer equipment (computers, laptops, phones, external hard drives, tablets, etc.) is accounted for and returned the department before employee’s departure. The department should hold on to all computer equipment if planning to refill the position.

Email

• Be sure that existing emails are reviewed and addressed appropriately. This may mean forwarding emails to another colleague, exporting emails into an external file, or deleting emails that are no longer relevant.

• If the departing employee has personal subscriptions based on the kzoo email account (NOT RECOMMENDED), be sure they are addressed before the employee departs. If the employee has personal emails in the kzoo account, be sure they are addressed.

• Review information in your email contacts and copy any necessary information before departure.

• In consultation with your supervisor, create an appropriate out of office message that informs people of your departure and directs them to another resource.

• Consider a forwarding rule that forwards new mail to another source. Forwarding rules will work until the email box is deleted, typically within 30 days of departure.
• If the departing employee has existing mail that may be of use to coworkers or a supervisor, consider sharing those folders. See Share and access another person’s mailbox or folder in Outlook.

Network Files

• Review files on the individual network storage (M: drive) and delete, move, or copy them to other colleagues as appropriate. These files will typically be deleted within 30 days after the employee departs.

• Review files in individual OneDrive folders and delete, move, or copy them to other colleagues as appropriate. These files will typically be deleted within 30 days after the employee departs. Once an employee departs the College, they may choose to obtain their own Office 365 license to use for their personal files.

• Review files that the individual has shared in Teams chats and delete, move, or copy them to other colleagues as appropriate. These files will typically be deleted within 30 days after the employee departs
• Check Microsoft Teams. If the individual departing is the sole owner of a Team, add or promote other owners as appropriate.
• Check Microsoft Stream. If the individual owns any important content, move it.

• Review files in other personal cloud-based storage (e.g., Google Docs, Dropbox). Use of these other sources is NOT RECOMMENDED. Delete, move, or copy them to other colleagues as appropriate.

• Shared folders (network shares or Team Sites for a unit or project team) are not affected, except that the departing employee’s access to them is disabled.

Voicemail

• Existing voicemail messages should be deleted or transferred to another mailbox. An external greeting should be created with appropriate instructions.

• The voicemail box is typically deleted within 30 days of departure.

• If a new colleague is assuming the phone extension, email help.desk@kzoo.edu requesting that a new voicemail box be created at the time new colleague is hired.